For volunteer-run organizations, time is the most precious resource. When every task counts, the right systems can make all the difference. At Systems Process People, we love working with organizations that are driven by purpose and powered by experts in the field. This past year, we had the privilege of partnering with a non-profit, volunteer-run membership association created for and to support emergency management professionals. They were operating on an outdated system and lacked cohesion with the cyclical nature of board term limits. The board came to Systems Process People and wanted to expand their reach, modernize and stabilize their operations, build longevity, and create a more engaging experience for their members.
What started as a website redesign project grew into a full digital transformation, helping the organization increase membership by more than 25% and automate nearly 80% of the workload of its volunteer board members.
The board came to us with clear goals:
We began with a new website that better reflected their mission, up leveled professionalism, and made engagement effortless.
We streamlined the incoming conversations, with forms, email, and automation, making it easier for members to join, renew, and reach out. With customizable options, there are direct ways for members to act, whether that be to join the membership, register for an event, make a purchase, check-in, or simply send a message.The feedback from their community has been overwhelmingly positive. Members love the new, easy-to-use website and the fresh ways to connect and participate. Since instituting these changes, the membership has shown over 25% growth and event participation has doubled in less than a year.
As a volunteer-led organization, minimizing the administrative load was a key objective. We built process automations for repetitive tasks, such as membership renewal reminders and email marketing, saving both time and effort for the executive board.
As one board member shared, the new systems have “greatly minimized our time and effort as volunteers,” allowing them to focus more on building relationships and expanding outreach.
We know that when you’re managing a volunteer-run organization, things move fast and flexibility is key. Our team made sure to be prompt in responding to questions and urgent requests, and we worked closely with the client to meet every project deadline, no matter how tight.
The Board President, was thrilled with the work and partnership with the SPP team and later ;stated “As with any new software, there was a learning curve, but we view that as part of the process and an opportunity for growth. Whenever our team ran into a question or challenge, Systems Process People not only fixed it quickly but also provided step-by-step checklists and tutorials so they could feel confident handling it independently next time. Some time and effort were needed in the initial phase, but now we are set up for success.”
Another aspect of this project was the creation of a member certification program. The organization has a new offering whereby members can apply for professional recognition levels, demonstrating proven work experience, professional competency, educational training and coursework, and implementation of industry-related responsibilities and participation. We helped the association design and build the program, with customized online forms for application submission, automated tracking and communication throughout the review process, panel review management for evaluating applications efficiently, and approval workflows to finalize and issue certifications seamlessly.
The certifications give members an opportunity to earn recognition for their expertise and commitment to their field. In turn, this will allow the organization to rise as a leader in its space.
Since engaging with the team at Systems Process People, the organization has seen a boost in visibility and credibility. As one leader put it, this shift “makes our association look and feel very professional” and has created an infrastructure that will continue to strengthen their outreach for years to come.
We couldn’t be prouder of the results and the partnership we’ve built along the way. Helping volunteer-led organizations thrive through smart, scalable systems is what we’re passionate about.
Every organization’s needs are different, but the impact of streamlined systems is universal. If you’re looking to grow your membership, simplify your operations, and elevate your digital presence, we’d love to help you do the same. Book a free consultation with our team today.